The conference organizers are seeking travel support for participation, including students and early-career professionals.  To apply for travel grant support, you must submit your application by 24 October 2012.

 

TRAVEL GRANT REQUIREMENTS AND GUIDELINES

AGU limits reimbursement for travel and other costs to those that are ordinary and necessary for the participation in a Chapman conference.  This form is required of all persons requesting reimbursement of expenses from AGU.  Travel grant reimbursement form must be received by the due date.  Forms received after the due date will not be accepted.

 Receipts – Original receipts must be submitted for all expenses. Expenses that are not documented with original receipts will not be reimbursed. 

 Lodging/Hotel

 Documentary evidence ordinarily will be considered adequate if it shows the amount, date, place, and essential type of expense.

  • The name and location of the hotel.
  • The dates you stayed there.
  • Separate amounts for charges such as lodging, meals, and telephone calls.

Lodging – Reservations made through a travel agency, or online booking company, will not be accepted.  Reservations must be made through the conference hotel room block.  Lodging costs for the period of travel are reimbursable when supported by a detailed hotel receipt.  Room service mini-bar expenses  are discouraged because of the inflated prices associated with those services.  Hotel movies, telephone calls, Internet, business center expenses, and alcohol are not reimbursable. A lump sum total is not adequate documentation for a hotel bill.

Restaurants/Meals

 A restaurant receipt (BOTH itemized copy and signature copy) is enough to prove an expense for a business meal if it has all of the following information:

    • The name and location of the restaurant.
    • The number of people served.
    • The date and amount of the expense.
    • The itemized details of what was consumed

Alcohol – Alcoholic beverages are not a reimbursable expense.

Foreign Travel – Documentation of the currency conversion rate for the dates of travel must accompany the reimbursement request and original receipts.  The most accurate documentation is a credit card statement accompanying the original receipts.

Summary Report – A brief analysis of the value you gained by participating in the conference is required. The report should be no less than one-half type written page and must be returned to AGU Headquarters with your reimbursement form.   

 TRAVEL

1.  Air Travel – Any air transportation to, from, between, or within a country other than the US must be performed on a US-flag carrier if service provided by such carrier is available.  Exception to this requirement are:
- Passenger service is considered to be “unavailable”,

- The traveler, while en route, has to wait six hours or more to transfer to the intended destination, or

- A flight is interrupted by a stop anticipated to be six hours or more for refueling, reloading, repairs, etc., and no other flight is available during the six hour period.

2.  Spouse/Family – Funds may not be used for travel expenses for a spouse or dependents.

3.  Rental Car – Rental car expenses are not reimbursable.

4.  Ground Transportation – Expenses for transportation by taxi cab, bus, and subway will be reimbursed at cost.  Privately-owned vehicles will be reimbursed at the corresponding IRS (U.S. Internal Revenue Service) mileage rate, plus any toll charges and necessary parking fees, provided the cost of travel by private vehicle does not exceed the cost of travel by common carrier.  The current IRS mileage rate is 55.5¢per mile.  Private vehicle travel reimbursement must include a distance calculation from a legitimate source such as MapQuest, Expedia, or Google Maps, as documentation. Shuttle bus service should be used to and from airports, when provided.

5.  Per Diem – AGU does not pay a per diem; all eligible expenses must be accompanied by original receipts.